Updates on NIH Grants Policy and Fiscal Changes for 2023
Stay informed about the latest NIH grants policy updates for 2023, including fiscal changes, salary cap adjustments, and revised requirements for biographical sketches. It's essential to adhere to the updated formats to avoid delays in funding consideration. Additionally, be aware of the new notification requirements for removal or disciplinary actions involving key personnel. Explore the resources provided to ensure compliance with NIH guidelines.
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Current Issues at NIH: Grants Policy Updates 2023 NIH Grants Conference NIH OFFICE OF POLICY FOR EXTRAMURAL RESEARCH ADMINISTRATION FEBRUARY 1, 2023
Budget News & Fiscal Policy Updates On December 29, 2022, President Biden signed the Consolidated Appropriations Act, 2023 (Public Law 117-328), into law. NIH is currently issuing several important fiscal policy Guide Notices: NOT-OD-23-056: FY 2023 Salary Cap ($212,100), released Jan. 13, 2023 Coming soon: Notice of Legislative Mandates in Effect for FY 2023 FY 2023 NRSA Stipend Levels 2
Publication of the Revised NIH Grants Policy Statement (GPS) for Fiscal Year 2023 The NIH Grants Policy Statement (GPS) was published on December 23, 2022. The latest version of the NIH GPS is available on the NIH.gov website, along with a significant changes table. Previous versions of the NIH GPS remain applicable as standard terms and conditions of award for all NIH grants and cooperative agreements with budget periods that began prior to October 1, 2022. NIH will continue to publish interim grants policy changes and clarifications through the issuance of NIH Guide Notices, available here. New this year, NIH posted a Federal Register Notice announcing the updates. Future updates to the NIH GPS will be posted in the Federal Register prior to implementing updates. 4
Reminder of Changes to the Biographical Sketch and Other Support Format Page NIH requires applicants and recipients to use the updated Biosketch and Other Support format for applications, Just-in-Time (JIT) Reports, and Research Performance Progress Reports (RPPRs). Electronic signatures and supporting documentation are required. Failure to follow the appropriate formats may cause NIH to withdraw applications from or delay consideration of funding. Applicants and recipients remain responsible for disclosing all research endeavors regardless of the version of the forms used. Learn more: NOT-OD-21-110 Learn More: Biosketch FAQs & Other Support FAQs Send inquiries to: nihosbiosketch@nih.gov NOT-OD-21-110 Biosketch FAQs Other Support FAQs nihosbiosketch@nih.gov 5
Updated Requirements for NIH Notification of Removal or Disciplinary Action Involving PDs/PIs or other Senior/Key Personnel As announced in NOT-OD-22-129, NIH recipient institutions are required to notify NIH when individuals identified as PD/PI or other Senior/Key personnel in an NIH notice of award are removed from their position or are otherwise disciplined by the recipient institution due to concerns about harassment, bullying, retaliation or hostile working conditions. Notification must be provided by the AOR within 30 days of the removal or disciplinary action and submitted through a dedicated web form. This disclosure requirement does not replace the existing requirements to obtain prior approval for any significant change in the status of the PD/PI or other Senior/Key Personnel specifically named in the notice of award. For more information about how NIH addresses institutional notifications of harassment, bullying, retaliation, or hostile working conditions, see Institutional Reporting. For more information on the NIH commitment to supporting a safe and respectful workplace at institutions that receive NIH funding, please visit our website. Resources on reporting allegations of harassment, including sexual harassment, discrimination, and other forms of inappropriate conduct that can result in a hostile work environment at your institution are available here. Please contact NIH for any incidents that occurred prior to the release of this update. Learn more: NOT-OD-22-129 NOT-OD-22-129 6
New Data Management and Sharing (DMS) Policy (NOT-OD-21-013) Effective January 25, 2023, the DMS Policy requires researchers to prospectively plan for how scientific data will be preserved and shared through submission of a DMS Plan (replaces 2003 Data Sharing Policy). Applies to all research, funded or conducted in whole or in part by NIH, that results in the generation of scientific data. The DMS Policy requires: Submission of a DMS Plan outlining how scientific data and any accompanying metadata will be managed and shared, taking into account any potential restrictions or limitations. Compliance with the recipient s plan as approved by the NIH Institute and Center (IC). Data Management Sharing Policy Overview, Learn more: Data Management & Sharing Policy Overview, DMS FAQs, and an optional DMS Plan format page. Data Management Sharing Policy Overview, DMS FAQs an optional DMS Plan format page. an optional DMS Plan format page. 7
NIH Data Management and Sharing Online Resources Website: NIH Scientific Data Sharing FAQs: DMS Policy FAQs Email Box: Sharing@nih.gov Webinar Series: NIH DMS Policy Implementation 8
NIH Natural Disaster Policies October 3, 2022 NOT-OD-22-221: Reminder: NIH Natural Disaster Policy Hurricanes Fiona and Ian NOT-OD-23-065: OMB Administrative Relief for Recipients Impacted by Hurricanes Fiona and Ian and the Alaska Flood and Landslide (Currently pending will be published in coming days) On January 12, 2023, the OMB Single Audit Extension for Recipients in Major Disaster Areas (Alaska, Florida, South Carolina, North Carolina, Puerto Rico) (NOT-OD-23-022) Implements the OMB Memorandum on the Administrative Relief for Grantees Impacted by Hurricanes Fiona & Ian and the Alaska Flood & Landslide issued on December 23, 2022. Provided a 6-month extension on the following flexibilities: Flexibility with application deadlines (NIH GPS 2.3.9) Extension of financial and other reporting (NIH GPS 8.4.1) Extension of a final budget period of a previously approved budget period (NIH GPS 8.1.1.3) Prior approval requirement waivers (NIH GPS 8.1.1.2) Extension of currently approved Facilities and Administrative (F&A) rates (NIH GPS 7.4) Alternatives for record retention and cost documentation Expenditure of award funds for salaries (NIH GPS 7.9.1) Extension of Closeout Requirements (NIH GPS 8.6) Post-submission materials (NIH GPS 2.3.7.7) These flexibilities are time limited to 90 days after the OMB memo was issued and will therefore end on March 23, 2023. NIH will also issue a reminder for the NIH administrative flexibilities as they apply to recipients affected by the California flooding, landslides, and mudslides and Alabama storms, straight-line winds, and tornadoes within the next few weeks. Learn more: NIH Extramural Response to Natural Disasters and Other Emergencies NIH Extramural Response to Natural Disasters and Other Emergencies 9
Updates to the Non-Discrimination Legal Requirements for NIH Recipients On December 23, 2022, NIH issued NOT-OD-23-047, Updates to the Non-Discrimination Legal Requirements for NIH Recipients . Provides the responsibilities for grant and cooperative agreement recipients for administering their awards in compliance with federal civil rights laws that prohibit discrimination. The requirements provided in NOT-OD-23-047 will be incorporated into all NIH Notices of Funding Opportunities (NOFOs) and Notices of Award (NoA) as a new term and condition: Learn more: NOT-OD-23-047 NOT-OD-23-047 10
Updates to the Non-Discrimination Legal Requirements for NIH Recipients: NOAs Section 3 of all new NIH NoAs will include: Recipients must administer the project in compliance with federal civil rights laws that prohibit discrimination on the basis of race, color, national origin, disability, age, and comply with applicable conscience protections. The recipient will comply with applicable laws that prohibit discrimination on the basis of sex, which includes discrimination on the basis of gender identity, sexual orientation, and pregnancy. Compliance with these laws require taking reasonable steps to provide meaningful access to persons with limited English proficiency and providing programs that are accessible to and usable by persons with disabilities. The HHS Office for Civil Rights provides guidance on complying with civil rights laws enforced by HHS. See https://www.hhs.gov/civil-rights/for- providers/provider-obligations/index.html and https://www.hhs.gov/. Learn more: NOT-OD-23-047 NOT-OD-23-047 11
Updates to the Non-Discrimination Legal Requirements for NIH Recipients: NOFOs Administrative Terms Section for all new NIH NOFOs and Section 3 for NoAs will include: For guidance on meeting the legal obligation to take reasonable steps to ensure meaningful access to programs or activities by limited English proficient individuals see https://www.hhs.gov/civil-rights/for- individuals/special-topics/limited-english-proficiency/fact-sheet- guidance/index.html and https://www.lep.gov. For information on an institution s specific legal obligations for serving qualified individuals with disabilities, including providing program access, reasonable modifications, and to provide effective communication, see http://www.hhs.gov/ocr/civilrights/understanding/disability/index.html. HHS funded health and education programs must be administered in an environment free of sexual harassment, see https://www.hhs.gov/civil-rights/for-individuals/sex-discrimination/index.html. For information about NIH's commitment to supporting a safe and respectful work environment, who to contact with questions or concerns, and what NIH's expectations are for institutions and the individuals supported on NIH-funded awards, please see https://grants.nih.gov/grants/policy/harassment.htm. For guidance on administering programs in compliance with applicable federal religious nondiscrimination laws and applicable federal conscience protection and associated anti-discrimination laws see https://www.hhs.gov/conscience/conscience- protections/index.html and https://www.hhs.gov/conscience/religious-freedom/index.html. Learn more: NOT-OD-23-047 NOT-OD-23-047 12
SBIR and STTR Extension Act, 2022 Public Law No: 117-183 SBIR and STTR Extension Act, 2022 was passed on September 30, 2022. Reauthorized the SBIR/STTR Program and Pilot Program under the Small Business Act (15 U.S.C. 638) . Key provisions for Small Business Concerns (SBCs): Defines applicant submission requirements, criteria for restricting awards and requiring repayment. Federal agencies are now required to assess an SBC applicant s foreign affiliation (currently assessed via the Other Support at the researcher level). NIH will be issuing new policy guidance on for these requirements over the next several months. 13
COMPLIANCE UPDATES
iEdison Transitioned from NIH eRA to NIST Management of the iEdison system has transitioned from the NIH eRA to the National Institute of Standards and Technology (NIST), U.S. Dept. of Commerce (DOC). The new iEdison by NIST was launched August 9, 2022. The transition included several new capabilities and enhancements, including: Ability to initiate discussions with the agency staff within an invention record using two-way communications. Integration with the U.S. Patent and Trademark Office (USPTO) database to ensure accuracy and reduce recipient reporting burden. Optional real-time email notifications to both recipient and agency users for notifications regarding certain required reporting and reviewing actions. Enhanced security through Login.gov. All existing data and any attachments associated with individual invention and patent reports has been transferred to the new iEdison system. In addition, existing and active iEdison accounts have been associated with the new system. Reminder: There will be no changes to the longstanding NIH requirements for invention and patent reporting under the Bayh-Dole Act. The only change is the new iEdison system interface and associated Login.gov requirements for access. Learn more: NIST FAQ; NIST Training Opportunities; NOT-OD-22-100; NIST FAQ NIST Training Opportunities NOT-OD-22-100 NOT-OD-22-158 NOT-OD-22-158 15
SYSTEMS PROCESS UPDATES
FORMS-H Grant Application Forms & Instructions Required for Due Dates On or After January 25, 2023 Effective for due dates on or after January 25, 2023, applicants must use FORMS-H application packages. Key forms change to add new Other Plan(s) single attachment to: PHS 398 Research Plan PHS 398 Career Development Award Supplemental Form PHS 398 Research Training Program Plan PHS Fellowship Supplemental Form Necessary for implementation of 2023 NIH Data Management & Sharing Policy (see NOT-OD-21-013; NOT-OD-22-189). See High-level summary of FORMS-H application form changes for more information. Additional RPPR and other eRA system changes for DMS policy implementation (e.g., Grant folder and JIT module) are planned and will be communicated as details are finalized. Learn more: NOT-OD-22-195, NOT-OD-23-012 NOT-OD-22-195 NOT-OD-23-012 17
Update Implementation of Requirement to Submit SF-425/FFR via Payment Management System Recipients have reported a significant increase in errors in submitting reports via a single-entry point since January 1, 2021. Given the significant impact, agencies will provide leniency, as appropriate, where these challenges prevent recipients from submitting timely FFRs. Notify the Grants Management Official of any delays and retain all documentation related to this flexibility in the event of an audit finding. Effective October 1, 2022, PMS will no longer be converting NIH Final FFRs to Interim Annual FFRs in accordance with NOT-OD-22-099, which notified NIH recipients that FCTRs are no longer required to be submitted 30 days after the end of each calendar quarter. Learn more: NOT-OD-21-060, NOT-OD-21-128, NOT-OD-22-099, NOT-OD-22-215 NOT-OD-21-060 NOT-OD-21-128 NOT-OD-22-099 NOT-OD-22-215 19
New NIH Federal Financial Report and Financial Closeout Service Center Effective August 2022, NIH established a central Federal Financial Report (FFR) and Financial Closeout Service Center under OER OPERA. FFR and Financial Closeout Service Center will address and prevent financial overdraws by recipients and encourage recipients to complete drawdowns and reconciliation before submitting FFRs to NIH. Activities include: Receiving, reviewing and reconciling Annual and Final FFRs Closing transactions (059) submitted to PMS as part of Final FFR reconciliation and processing Reviewing Fellowship awards (FFR not required) after termination notice received. NIHs will submit closing transactions to PMS. FFR Process Improvements: Reconcile FFR with PMS data Coordinate reviews with ICs to minimize errors 20
NIH FFR Resources A central email inbox is now available for inquiries related to the submission and processing of FFRs and financial closeout. OPERAFFRInquiries@od.nih.gov Alan Whatley Team Lead Other currently available resources related to FFR reporting requirements and grant closeout: NIH Grants Policy Statement 8.4.1.5 Financial Reports NIH Grants Policy Statement 8.6 Closeout; 8.6.1 Final Federal Financial Report NIH Grants and Funding Closeout webpage Grant Closeout Frequently Asked Questions (FAQs) 21
FFR Submission Help Desks Direct all eRA systems-related inquiries to: eRA Service Desk Submit a web ticket: https://grants.nih.gov/support/index.html Toll-free: 1-866-504-9552 Phone: 301-402-7469 The FFR due date and the data on Lines 1 thru 9 are populated by NIH eRA. If any of this data on the FFR is incorrect, please contact the eRA Service Desk directly. Direct all PMS systems-related inquiries to: ONE-DHHS Help Desk Self-Help Web Portal: http://www.psc.gov/one-dhhs Email: PMSSupport@psc.hhs.gov Toll-free: 1-877-614-5533 For all inquiries related to Line item 10a Cash Receipts, 10b Cash Disbursements and line item 10d Total Federal Funds Authorized, please contact PMS Helpdesk at 1.877.614.5533 or you can submit a ticket to PMS using the self-service web portal. Please ensure that you provide the Payee Account Number (PAN), PMS Document Number and Sub-account number and provide the details of the issue. Learn more: NOT-OD-20-127, NOT-OD-21-046, NOT-OD-21-060, NOT-OD-20-127 NOT-OD-21-046 NOT-OD-21-060 NOT-OD-21-128 NOT-OD-21-128, NOT-OD-21-138 NOT-OD-21-138 22
Reminder: Process for Requesting Drawdowns Outside of the Liquidation Period Recipients must submit timely, accurate grant expenditure reports, and reconcile drawdowns in PMS. Recipients may request payments from the Payment Management System (PMS) up to 120 days past the period of performance end date of the PMS subaccount. In rare circumstances where recipients are unable to complete drawdowns in a timely manner, the recipient must submit a prior approval request to the IC GMS BEFORE to submitting the payment request in PMS. Must provide the PMS subaccount (e.g. award document number), NIH grant number, the amount of funds being requested, and a justification for the late payment request. The recipient must also describe what action is being taken by the recipient to preclude similar situations in the future. IC will review the request, determine adequacy of the justification, and will notify the recipient if approved. After approval from the IC, the recipient may submit the payment request in PMS. Requests are reviewed and considered on a case-by-case basis. Recipients remain responsible for ensuring that information submitted to NIH in Federal Financial Reports (FFR) is accurate, complete, and consistent with the recipient's accounting system (see NIHGPS Section 8.4.1.5.2). When submitting the FFR through PMS, the Authorized Organization Representative (AOR) or the individual designated to submit this report on behalf of their institution, certifies that the information in the FFR is correct and complete and that all outlays and obligations are for the purposes set forth in grant documents, and represents a claim to the Federal government. Learn more: NOT-OD-15-135, NOT-OD-21-149 NOT-OD-15-135 NOT-OD-21-149 23
Ability to Bypass 2-Business Day Viewing Window for Administrative Supplements Effective October 27, 2022, NIH implemented a new functionality that offers option to bypass the full standard 2-business day application viewing window through a new Verify action in eRA Commons Status and will expedite processing of eligible electronic administrative supplement requests. The optional Verify action to bypass the application viewing window for administrative supplement applications will be available to users with SO role in eRA Commons Status. The Verify action moves an administrative supplement application forward for agency processing without waiting for the application viewing window to expire. Note that once this bypass option is used, the SO forfeits the organization s ability to reject or make further changes to the application. Organizations must carefully review their applications prior to using the Verify action to mitigate the need for resubmissions. After the SO verifies they want to bypass the viewing window, NIH will automatically forward the request to the appropriate grants management and program staff for consideration. Learn more: NOT-OD-23-011 NOT-OD-23-011 24
Updates to xTrain Coming Soon! A redesigned xTrain module in eRA Commons will be coming soon. The xTrain module is being redesigned to streamline workflows and present a more user-friendly interface, following extensive collaboration with both internal and external user groups. The module is also moving to the new visual appearance of other eRA modules along with added security and stability. Highlights for xTrain External Users o Enhanced Trainee Roster with a display of awarded slots and counts of the in-progress forms o Enhanced screen for business officials with a list of all forms routed to them o An updated screen for trainees Guide notice coming soon! 25
HHS AND FED- WIDE SYSTEM UPDATES
NIH Response to Registration Issues in SAM.gov GSA implemented a new process in SAM.gov to validate entities as a first step to requesting a UEI and for completing SAM.gov entity registration. Due to high demands on their systems, the GSA experienced delays in the SAM process used to update or renew an entity registration. Due to SAM.gov system challenges that have the potential to impact all applicants and recipients across the Federal government, NIH is making an exception to the Late Application Policy until the issue is resolved. If an applicant entity does not have a current SAM registration or renewal at the time of the application submission due date, NIH will accept late applications within the two-week late window as long as the entity has submitted all SAM registration or renewal documentation at least two weeks prior to the application due date and all other aspects of the application are compliant and consistent with the funding opportunity announcement requirements. The entity's application Cover Letter must include documentation, such as a confirmation email or screenshot, demonstrating that the SAM registration or renewal request was submitted prior to the application due date. Any entity registration that was set to expire between March 18, 2022, and April 18, 2022, was automatically granted a 60-day extension to renew its registration in SAM.gov. See this FSD FAQ for more information. An automatic, 30-day extension was implemented for any existing SAM.gov entity registrations needing to be renewed with an expiration date ranging between Friday, April 29, 2022, and April 28, 2023. No action is required on the part of entity registrants. Organizations that do not have an active SAM registration cannot be issued an NIH award. Learn more: NOT-OD-22-119 NOT-OD-22-119 27
NIH STANDING POLICY REMINDERS
Timely Progress Reports Annual Progress Reports = RPPR Format Due Dates Non-SNAP: Approximately 60 days before the start of next budget period SNAP: Approximately 45 days before start of the next budget period Multi-Year Funded: on or before anniversary date Searchable list to determine which progress reports are due: https://public.era.nih.gov/chl/public/search/progressReportByIpf.era 29
Timely Financial Reporting Federal Financial Report (FFR) (SF-425) Expenditure Data Must be submitted in PMS! Reminder to submit accurate data. Annual (Non-SNAP Awards) FFR submitted no later than 90 days after the end of the calendar quarter in which the budget period ended. Final (SNAP and Non-SNAP Awards) FFR submitted within 120 days following the end of the project period. 30
Invention Reporting NIH recipients must file the HHS 568 at the conclusion of an NIH award. All subject inventions reported on the HHS 568 must be reported in iEdison. Failure to report all inventions may result in your organization s loss of rights in the invention or other actions as appropriate. See NOT-OD-16-066 31
Closeout Requirements NIH continues to require and enforce longstanding closeout requirements. Recipients must submit timely, accurate closeout reports. Reports are LATE after 120 calendar day. Recipients must reconcile cash transaction reports submitted to the HHS Payment Management System (PMS) with expenditure reports submitted to NIH. When recipients fail to submit timely reports, NIH will initiate unilateral closeout. See NOT-OD-18-107 and NOT-OD-21-149 32
Questions? Division of Grants Policy: E-Mail: GrantsPolicy@mail.nih.gov Division of Grants Compliance & Oversight: E-Mail: GrantsCompliance@mail.nih.gov Division of Grants Systems Integration- Systems Policy Branch: E-Mail: OPERAsystemspolicy@mail.nih.gov Division of Extramural Inventions and Technology Resources: E-Mail: Inventions@nih.gov 33
OLAW Educational Outreach OLAW free quarterly webinars series: http://grants.nih.gov/grants/olaw/e-seminars.htm Recordings of past webinars: http://grants.nih.gov/grants/olaw/educational_resources.htm Disaster planning resources: http://grants.nih.gov/grants/olaw/disaster_planning.htm Disaster planning webinar & FAQs 35
Helpful NIH Web Pages Application Resources: Annotated SF424 (R&R) Application Forms (General, Small Business, Multi-project): https://grants.nih.gov/grants/how-to-apply-application-guide/resources/annotated-form-sets.htm eRA Training: Video Tutorials: https://www.era.nih.gov/era-training/era-videos.htm Grant Application Basics: https://grants.nih.gov/grants/grant_basics.htm How to Apply - Application Guide: http://grants.nih.gov/grants/how-to-apply-application-guide.htm How we check for application completeness: https://grants.nih.gov/grants/how-to-apply-application- guide/submission-process/how-we-check-for-completeness.htm Self Help Resources page: https://www.era.nih.gov/need-help eRA Resources: eRA Commons Web pages: https://www.era.nih.gov/ eRA Commons User Guides: https://www.era.nih.gov/help-tutorials/era-commons/user-guide.htm Intellectual Property Policy: https://grants.nih.gov/policy/intell-property.htm Research Portfolio Online Reporting Tools (RePORT): https://report.nih.gov/ RePORT Expenditures & Results (RePORTER): https://reporter.nih.gov/ 36
Helpful NIH Web Pages (cont.) General NIH Resources: NIH Extramural Nexus newsletter for the extramural community: https://nexus.od.nih.gov/all/ NIH Frequently Asked Questions: https://grants.nih.gov/faqs#/ NIH Grants Policy Statement: https://grants.nih.gov/policy/nihgps/index.htm Office of Extramural Research (OER) Web Page: https://grants.nih.gov/faqs RPPR Resources: RPPR Webpage, including links to the NIH RPPR Instruction Guide, RPPR Guide Notices, FAQs, Training, and Contacts: https://grants.nih.gov/grants/rppr/index.htm 37
NIH OER Listservs NIH Guide for Grants and Contracts: Official publication for NIH Grant Policies, Guidelines & Funding Opportunities https://grants.nih.gov/grants/guide/listserv.htm Office for Human Research Protections (OHRP): https://www.hhs.gov/ohrp/index.html Office of Laboratory Animal Welfare (OLAW): https://olaw.nih.gov/ eSubmission: https://www.era.nih.gov/about-era/get-connected.htm 38
